Executive Administrative Assistant

University of Chicago - Shoreland, OH

Full-time - Entry Level

Shoreland, OH

Educational Services

About the position

The Executive Administrative Assistant at the Center for Translational Data Science (CTDS) provides high-level administrative support to the Director and senior leadership. This role is crucial for ensuring the smooth operation of the Center's office environment, managing daily calendars, organizing projects, and drafting correspondence. The position requires a proactive and detail-oriented individual capable of handling multiple projects while maintaining confidentiality in a fast-paced environment.

Responsibilities

• Provides comprehensive advanced administrative support to the Center's faculty director and senior leadership for a diverse set of activities.
• Implements, oversees, and acts as gatekeeper for all aspects of scheduling for the Center's faculty director.
• Represents the Director, Center, and University well in all internal and external verbal, written, and in-person correspondence.
• Builds relationships with a diverse set of vested parties and collaborators.
• Responds to inquiries and triages various avenues of correspondence, resolving routine and complex issues as needed.
• Researches, compiles, and analyzes data to prepare or create letters, reports, and other documents.
• Assists with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.
• Organizes and executes select Center projects, research programs, events, and data science initiatives.
• Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.
• Manages expense reports and assists with budget monitoring and reconciliation.
• Oversees and maintains physical office space across multiple locations, including ordering equipment and supplies and coordinating with building or university facilities on repairs and upgrades.
• Serves on-site staff and manages on-site administrative functions as needed.
• Provides confidential and high-level administrative support for a leader.
• Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary.
• Coordinates information flow from leader's office to University.
• May staff Board of Directors meetings.
• Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leader.
• Triages emails and telephone calls for action.
• Resolves routine and complex inquiries.
• May act as liaison to Board of Directors.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leader.
• Prepares write ups for recommendations for operational and administrative problems.
• May manage a portion of the leader's budget, monitoring and reconciling accounts.
• Prepares financial and/or administrative reports.
• Performs other related work as needed.

Requirements

• Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
• Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Nice-to-haves

• Seven years of senior-level administrative support experience in academic and healthcare environments.
• Expertise in scheduling and preparing leaders for meetings, events, interviews, and ongoing commitments to supporting a hybrid workforce.
• Proficient in creating, editing, and distributing executive communications, including presentation decks for leadership.
• Strong experience in reconciling budgets and tracking expenses, with timely updates and collaboration on office financial management.
• Familiarity with project management methodologies to enhance workflow and efficiency.
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and Google Suite (Docs, Sheets, etc.).
• Collaborative, solutions-oriented approach to addressing organizational challenges and optimizing processes.

Benefits

• Health insurance coverage
• Paid holidays
• Flexible scheduling
• Professional development opportunities